Privacy Notice – Recorded Meetings
Table of contents
Privacy Notice – Recorded Meetings
Intelex Vision Privacy Notice – Recorded Meetings
March 2024
Our contact details
Name: Intelex Vision Ltd
Address: Admirals Offices, Main Gate Road, The Historic Dockyard, Chatham, ME4 4TZ
Phone Number: +44 (0)1634 817 922
E-mail: privacy@intelexvision.com
ICO Registration Number: ZA749021
The type of personal information we collect
This notice is for people who attend recorded virtual meetings to discuss Intelex business.
We will collect the following personal data about you if you submit an enquiry to us:
• Your full name
• Your email address
• Any personal data you disclose in a recorded meeting
• Any personal data you disclose in the chat functionality of a recorded meeting.
How we get the personal information and why we have it
We will collect data directly from you if you attend and participate in a recorded meeting. We will keep recorded meetings for the following purposes:
• To ensure that we can make accurate notes
• To ensure that we can facilitate any actions arising from the meeting
• For internal audit purposes.
Our Lawful Basis
When we process personal data, we need to have a lawful basis for processing it. Our lawful basis for processing personal data will vary depending on the context. We have set our lawful basis for our purpose for processing below:
We have a contractual obligation: When you negotiate to enter in a contract or agreement with us, either as a client, customer, supplier, consultant, or employee, we will process any personal data necessary to create or administer the contract. This lawful basis applies to any processing required to ensure that we can deliver services to you, and that you can use our software and its full range of features.
We have a legitimate interest: Where you are a prospective customer of Intelex Vision but have not yet entered into a contract with us, we have will from time to time contact you to see how we can assist you. We may also send invites to webinars, events, and other direct marketing material.
Who we share your data with
As a general principle, we will not transfer your personal data to third parties without your permission, however, there are exceptions to this.
• We use companies to provide services to us. These companies are considered data processors. All data processors are bound by stringent contractual and technical controls. They will not do anything with your data other than follow our written instructions.
• It is possible, though unlikely, that we might be forced to disclose your information in response to a court order or other binding mandate.
How we store your personal information
Your information is securely stored using a number of security controls spanning technical, organisational and contractual measures. We keep these controls under review and regularly carry out scans and testing to ensure that our controls are working.
Retention Periods
How long we keep personal data will depend on what we need it for. We will keep enquires for our services for 6 years
We keep personal data in relation to any contract you have with us for a minimum of 6 years after the expiry of the contract.
We keep server logs for up to 1 year.
Your data protection rights
You have rights associated with how we process your personal data. The rights are:
A right of access - You have the right to ask us for copies of your personal information.
A right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
A right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
A right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
A right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
A right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you once we have verified your identity.
Please contact privacy@intelexvision.com.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us by using the contact details at the top of this notice. If you’re unhappy with the response you receive, you can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk